Terms and Conditions of Participation in the "International Conference on Environmental Psychology (ICEP27)"

§ 1. General Provisions

1. 1. The Conference is organised by Anna Inglot, carrying on business under the business name COTI Conference Time, os. Piastów 4/53, 31-623 Kraków, Tax Identification Number (NIP): PL5511536448 (hereinafter: the “Organizer”).
   2. Conference: International Conference on Environmental Psychology ICEP27 (hereinafter: the “Conference”).
   3. Conference dates: 20-23 June 2027.

§ 2. Participants, Paying Entities and Consumers

1. A Conference Participant is a natural person registered to participate in the Conference on the basis of the registration form (the “Participant”).
2. Where the participation fee is paid by an entity other than the Participant (in particular a university, research institute, public administration body, company, other legal person or organisational unit), that entity shall be a party to the agreement with the Organizer in respect of payment for participation (the “Paying Entity”).
3. A Consumer is a natural person who enters into an agreement with the Organizer otherwise than in connection with their business or professional activity and who pays the participation fee personally, within the meaning of the provisions of the Polish Civil Code (the “Consumer”).
4. These Terms and Conditions are intended for entities that are not Consumers and do not apply to Consumers.
   

§ 3. Registration

1. Registration shall become effective upon due completion of the registration form and payment of the applicable fee, where required.
2. By completing the registration form, the Participant confirms that the information provided is true and complete and accepts these Terms and Conditions.
3. Participation fees are denominated in Polish zloty (PLN). Where a fee is stated in euro (EUR) in the registration materials, the EUR amount is provided for information purposes only and the amount in PLN shall be binding. All refunds and deductions shall be made in Polish zloty (PLN), as applicable.

§ 4. Cancellation of Participation in the Conference

1. The Participant or the Paying Entity may cancel participation in accordance with the contractual terms set out in this Section.
2. Cancellation must be made in writing or in documentary form within the meaning of Polish law (including by e-mail) and shall be effective upon receipt by the Organizer. The cancellation notice should include the bank account details necessary to process the refund.
3. Where a cancellation is submitted no later than 15 March 2027, the Organizer shall refund the fee paid after deducting a cancellation administration fee equal to 15% of the fee paid.
4. Where a cancellation is submitted between 16 March 2027 and 15 April 2027, inclusive, the Organizer shall refund the fee paid after deducting a cancellation administration fee equal to 50% of the fee paid.
5. Where a cancellation is submitted on or after 16 April 2027, the fee paid shall be non-refundable, subject to any mandatory provisions of law.
6. The effectiveness of a cancellation shall not be conditional upon the submission of an invoice or any other document where such submission is not required by law.
7. Any approved refund shall be made within 30 days of receipt of the cancellation notice containing the information necessary to process the refund.

§ 5. Change of Conference Date or Format

1. The Participant acknowledges that, if holding the Conference on the originally scheduled date or in an in-person format proves impossible or materially hindered due to circumstances beyond the Organizer’s control (including Force Majeure) or for reasons attributable to the Organizer, the Organizer shall be entitled to:
   • hold the Conference in an online or hybrid format,
   • reschedule the Conference to another date falling no later than 12 months after the originally scheduled date.
2. In the circumstances described in paragraph 1 above, the Organizer’s obligations shall be deemed to have been duly performed if the Participant is given the opportunity to participate in the Conference in the modified format or on the rescheduled date.
3. Except where otherwise required by mandatory provisions of law, the registration fee shall remain valid and shall not be refundable solely on the grounds that the Conference format or date has been changed in accordance with paragraph 1 above.

§ 6. Cancellation of the Conference Due to Force Majeure

1. For the purposes of these Terms and Conditions, “Force Majeure” means external and extraordinary events that could not reasonably have been foreseen and whose consequences could not have been prevented despite the exercise of due care, including in particular: prohibitions imposed by public authorities preventing the Conference from being held, natural disasters, epidemics and pandemics, serious threats to public health, acts of terrorism, armed conflict or other extraordinary circumstances beyond the Organizer’s control.
2. If the Conference is cancelled in its entirety due to Force Majeure and the Organizer does not offer an alternative format as described in § 5, the fees paid shall be refunded. The Organizer may propose alternative settlement arrangements, including in particular applying the fee as credit towards participation in the Conference on another date or in another event, provided that such arrangement is accepted by the Paying Entity.
3. If the Conference is cancelled for reasons attributable to the Organizer that do not constitute Force Majeure, and no alternative format as described in § 5 is offered, the fees paid shall be refunded in full within 14 days of notice of cancellation.

§ 7. Participation in the Conference and Copyright

1. During the Conference, the Organizer or authorised partners may take photographs and make audiovisual recordings for documentation, promotional and archival purposes. Details concerning the processing of Participants’ likenesses are set out in the Privacy Policy available at: www.coti-conference.com
2. The Participant may not record, photograph, livestream, reproduce or distribute scientific presentations, conference materials or any other protected content without the prior written consent of the Organizer and, where applicable, the speaker or other relevant copyright holder.

§ 8. Liability and Insurance

1. The Organizer shall not be liable for travel or accommodation costs, loss of earnings or any other indirect costs incurred by the Participant in connection with the cancellation of or changes to the Conference due to circumstances beyond the Organizer’s control.
2. The Organizer does not provide medical, travel or cancellation insurance. Participants are advised to obtain appropriate insurance independently, including travel cancellation insurance.

§ 9. Complaints

1. The Participant may submit a complaint concerning the conduct or quality of the Conference within 14 days of its conclusion, in writing or electronically.
2. The Organizer shall consider the complaint within 14 days of receipt and inform the Participant of the outcome.

§ 10. Final Provisions

1. The Organizer may make changes to the venue, date, programme, speakers, schedule and format of the Conference, provided that Participants are given reasonable advance notice of such changes. Such changes shall not entitle Participants to compensation beyond any rights arising under mandatory provisions of law and § 5.
2. Any matters not governed by these Terms and Conditions shall be subject to Polish law.
3. If any provision of these Terms and Conditions is found to be invalid or ineffective, the remaining provisions shall remain in full force and effect.

GDPR Privacy Notice

The controller of the personal data is Anna Inglot, trading as COTI Conference Time, os. Piastów 4/53, 31-623 Kraków, Tax Identification Number (NIP): PL5511536448, contact: office@coti-conference.com.

Participants’ personal data are processed on the following legal bases:

1. pursuant to Article 6(1)(b) of the GDPR – where processing is necessary for the performance of the agreement (registration for and participation in the Conference),
2. pursuant to Article 6(1)(c) of the GDPR – where processing is necessary for compliance with legal obligations to which the controller is subject (e.g. tax and accounting obligations),
3. pursuant to Article 6(1)(f) of the GDPR – for the purposes of the legitimate interests pursued by the controller, consisting in the organisation, documentation and promotion of the Conference, including the recording and dissemination of Participants’ likenesses in photographs and recordings made during the Conference for reporting and promotional purposes; where a Participant’s likeness constitutes the main and prominent element of the material (e.g. an individual photo session), processing shall be based on the consent referred to in Article 6(1)(a) of the GDPR.

Recipients of the personal data may include entities processing data on behalf of the controller, in particular: authorised Conference partners, IT and hosting service providers, operators of online streaming platforms, payment and banking service providers, the accounting office, providers of photography and audiovisual services, and postal and courier service providers – solely to the extent necessary to achieve the purposes indicated above.

Data retention periods:

1. data relating to the performance of the agreement – for the duration of the agreement and thereafter for the applicable limitation period for claims,
2. data contained in accounting and tax records – for a period of 5 years, calculated from the end of the calendar year in which the deadline for payment of the tax expired,
3. data processed on the basis of legitimate interests (documentation and promotion, including Participants’ likenesses) – until an effective objection is raised or the purpose of processing ceases to exist,
4. data processed on the basis of consent – until consent is withdrawn.

Providing personal data is voluntary; however, it is necessary for the conclusion and performance of the participation agreement. Failure to provide the required data will make registration impossible.

The data subject has the right of access to their personal data, the right to rectification, erasure, restriction of processing and data portability, the right to object to processing based on Article 6(1)(f) of the GDPR, the right to withdraw consent at any time (without affecting the lawfulness of processing carried out before its withdrawal), and the right to lodge a complaint with the President of the Personal Data Protection Office. Detailed information is set out in the Privacy Policy available at: www.coti-conference.com